Applicant Guidance Notes - DBS Online Disclosure Guide (eBulkPlus) - Commercial in confidence - Shotokan Nation
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Applicant Guidance Notes DBS Online Disclosure Guide (eBulkPlus) Page 1 Commercial in confidence
Contents Applicant Guidance Notes .......................................................................................................3 Logging onto the System ......................................................................................................3-5 Statement of Fair Processing .................................................................................................. 6 Application Pre-entry Statement .............................................................................................. 7 Section 1 – About You .............................................................................................................8 Section 2 – Address History ...............................................................................................9-10 Section 3 – Additional Info .....................................................................................................11 Section 4 – Employment Details ............................................................................................ 12 Section 5 – Confirmation and Consent .................................................................................. 13 Complete Application .............................................................................................................14 DBS List of Acceptable Identification ................................................................................15-16 Page 2 Commercial in confidence
Applicant Guidance Notes An online DBS check can be completed by accessing the internet from any device that has this facility. This includes a smart phone, tablet, laptop or PC. It is supported on the latest versions of all modern browsers; however, we do not recommend access via Internet Explorer as this browser is unsupported both by our technology and soon by Microsoft also. If you do not own your own computer, you can go to any internet café or local library. Please be aware that you must complete your application form in full as part completed applications form cannot be saved. Logging onto the System Please enter the following address in the web browser: www.carecheck.co.uk When you arrive at this page please click on ‘Start a DBS Check’ Page 3 Commercial in confidence
You will be directed to this first page, please check the box and then click ‘Complete Your DBS Application’ If you are not taken directly to the ‘Start New Application’ page, please click on ‘Start Application’ in the white box entitled ‘Standard / Enhanced DBS Application’ to enter the system and start your application. Page 4 Commercial in confidence
Please note at this stage of the process your login details are case sensitive.
1. Enter the Organisation Reference provided to you by Shotokan Nations DBS Administrator if you have not requested
this yet please email info@shotokannation.com to request it
2. Do Not enter an organisation code, please leave blank.
Once you have completed this section click ‘Enter’.
Page 5 Commercial in confidence
Statement of Fair Processing You will now be taken to the ‘eBulkPlus Statement of Fair Processing’ outlining the terms and conditions. Please read the statement and tick the box to confirm this has been read and agreed to. Once you have ticked the consent box please click ‘Next’ Page 6 Commercial in confidence
Application Pre-entry Statement You will now see the application pre-entry statement; this gives concise information in regards to the requirements by the DBS regarding acceptable identification in support of your DBS application. Once you have ticked the consent box please click ‘Next’ The application form is a simple 5 step process. Please complete all fields. Mandatory fields are denoted by (*) Mistakes on the application form will cause delays in processing. Page 7 Commercial in confidence
Section 1 – About You Third Party Details If you are completing the application on behalf of someone else, please ensure you answer ‘Yes’ to the first question within the ‘Third Party Details’ section. Please then provide your personal details within the ‘Third Party Details’ section but the details of the person you are completing it on behalf of, for the rest of the application. Applicant’s Details Please enter your personal details. If you have any middle name(s) ensure that you enter these details, particularly those that appear on your identity documents, e.g. passport, driving licence, birth certificate, etc. Any missing information from this or any other section can severely delay the processing of your criminal record check. Once you have completed this section click ‘Next’. Page 8 Commercial in confidence
Section 2 – Address History Please enter your current address. If you have not lived at this property for more than five years, you will be taken to another screen. Here you will be required to add any additional addresses to ensure your address history goes back the required five years. Please note if you do not provide a minimum of five years address history, you will not be able to proceed to the next stage of the application process. Address Dates There cannot be any gaps/overlaps in your address history. Please ensure that the month and year of each address follows that of the previous address. Students who switch between their permanent residence and education establishments must enter each address with dates consecutively, e.g. parents’ address Dec 2009 – Jan 2010, university address Jan 2010 – March 2010, parents’ address March 2010 – April 2010 etc. Do not run addresses/dates simultaneously as your application form will be rejected by the DBS. Once an address has been entered, you can edit any information by clicking on the ‘Edit’ button. Postcode Please ensure that all UK addresses have a full postcode; if you cannot remember your postcode please use the Royal Mail UK Postcode Finder link provided within the address information box. No Fixed Abode UK If you were of no fixed abode within the UK please enter the nearest hostel address to the location you were based. Foreign Addresses/Travelling Overseas If you have travelled overseas and cannot supply the address for a foreign country then please enter ‘no fixed abode’ for Address Line 1. Please then enter the Town/City and Country of where you were residing within this period. Page 9 Commercial in confidence
Once you have completed this section click ‘Next’. Page 10 Commercial in confidence
Section 3 – Additional Info Place of Birth Please enter details of your place of birth. Nationality at Birth Please enter your Nationality at birth and state YES or NO as to whether this has changed since you were born. If this has changed, you will be required to enter your current nationality. Changed Surname If you have changed your surname please provide your birth surname and the year you changed it. Please ensure that where names change they run in date order and with no gaps. Other Names Please provide details of any other names used at any time during your lifetime and the dates during which the names were used. Please enter each forename, middle name(s) and surname separately using the 'Add Name' button below. If you have used any aliases, e.g. William known as Bill, please also supply these details. Failure to supply any additional information may cause your application to be delayed. Once you have completed this section click ‘Next’. Page 11 Commercial in confidence
Section 4 – Employment Details Position Applied For Please insert the correct job role as supplied to you by your current/new employer. You will either be required to select your job role from the dropdown list provided or enter this manually. No abbreviations are permissible, e.g. Admin Asst should read Administrative Assistant. If you are a volunteer do not enter just volunteer, please enter in which capacity your job role is, e.g. Coach. Failure to enter the correct job role may cause your application to be delayed. Employer Name This has been defaulted to the organisation you are applying through and should not be amended. Conviction History If you have never been convicted of a criminal offence or received a caution, then please select ‘No’. If you have been convicted of a criminal offence or received a caution (excluding youth cautions, reprimands or warnings) that are ‘protected’ as defined by the Rehabilitation of Offenders Act then please also select ‘No’. If you have ever been convicted of a criminal offence or received a caution (excluding youth cautions, reprimands or warnings) that is not ‘protected’ as defined by the Rehabilitation of Offenders Act then please select ‘Yes’. For more information, please refer to: https://www.gov.uk/government/publications/new-guidance-on-the-rehabilitation-of-offenders-act-1974 Once you have completed this section click ‘Next’. Page 12 Commercial in confidence
Section 5 – Confirmation and Consent Now please read through your application to ensure that there are no omissions/errors before you submit your application. If you wish to edit a section of your application click on ‘edit’ next to the section of the form that requires changes. At the end of the application please make sure that you complete the Applicant Consent section. This has been defaulted to the organisation you are applying through and should not be amended. Now click ‘Complete’. Page 13 Commercial in confidence
Complete Application You have now completed your application form and you will be given a submission reference number. Please make a note of this number for reference purposes. If you entered an email address onto your application form you will receive a confirmation email containing these details. Your application form will be processed by your Association once they have verified your identity. Please see below for guidance on identity verification. Next step - identity verification In line with the DBS code of practice all applicants requiring a DBS check must have their identity verified. The Shotokan Nation DBS Administrator will contact you to arrange this How do I have my identity verified? You will be asked to provide original identification as listed in the acceptable ID table (see table below). Your application form will be processed by Shotokan Nations DBS Administrator once they have verified your identity, and then sent onto the DBS. Tracking the progress of your application with the DBS If you supplied an email address whilst entering your application, as soon as your application has been received at the DBS and is assigned a DBS Application Reference number you will receive a second email detailing this information. This email will also include details and links to the DBS website to enable you to track the progress of your application from the moment the disclosure process commences. CONTACT DETAILS Please contact info@shotokannation.com if you have any queries in regards to the DBS application process. If you experience any technical issues with the online system, please contact Care Check on 0333 777 8575. Lines open 9.00am-5pm Monday to Friday. Alternatively, you can contact us by e-mail at info@carecheck.co.uk Page 14 Commercial in confidence
DBS List of Acceptable Identification
Route 1 – For all applicants Route 2 – UK/EEA applicants For paid non-EEA nationals only
except paid non-EEA nationals only
(3 documents to be seen) (3 documents to be seen plus an External (3 documents to be seen)
ID Check) 1 Primary Document
1 document from Group 1.
2 further documents from Group 1, 2a or 1 document from Group 2a. 2 Supporting Documents from Group 1,
2b 2 further documents from Group 2a or 2b. 2a or 2b.
Combination of documents must confirm Combination of documents must confirm Combination of documents must confirm
name, DOB & current address. name, DOB & current address. name, DOB & current address.
If unable to satisfy Route 1, proceed If unable to satisfy Route 2, proceed If unable to satisfy this route, DBS
to Route 2/Fingerprints. to Route 3/Fingerprints. check cannot be submitted.
Fingerprints Route 3 – For UK/EEA residing in
UK 5+ years only
(5 documents to be seen)
Paper application form required (unable
to process online). A UK Birth Certificate issued after birth.
4 further documents, 1 from Group 2a, 3
Attendance at a local Police Station for from 2a or 2b.
fingerprints to be taken.
At least one of the documents must
show the applicant’s current address.
If unable to satisfy Route 3, proceed
to Fingerprints.
Group 1
Primary Identity Documents
Current valid Passport
Biometric Residence Permit (UK)
Current Driving Licence – photo card (UK / Isle of Man / Channel Islands and EEA) (Full or Provisional)
Birth Certificate (UK / Isle of Man / Channel Islands) (Issued within 12 months of birth)
Full or short form acceptable including those issued by UK authorities overseas, such as Embassies, High Commissions & HM Forces. (Photocopies are not acceptable)
Adoption Certificate (UK / Channel Islands)
Paid Non-EEA Nationals
Primary Documents
A Permanent Residence Card issued by the Home Office to the family member of a national of a European Economic Area country or Switzerland.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder indicating that the person named is allowed to stay
indefinitely in the UK, or has no time limit on their stay in the UK.
A current passport endorsed to show that the holder is exempt from immigration control, is allowed to stay indefinitely in the UK, has the right of abode in the UK, or
has no time limit on their stay in the UK.
A current Immigration Status Document issued by the Home Office to the holder with an endorsement indicating that the named person is allowed to stay indefinitely
in the UK or has no time limit on their stay in the UK, together with an official document giving the person’s permanent National Insurance number and their name
issued by a Government agency or a previous employer.
A current passport endorsed to show that the holder is allowed to stay in the UK and is currently allowed to do the type of work in question.
A current Biometric Immigration Document (Biometric Residence Permit) issued by the Home Office to the holder which indicates that the named person can currently
stay in the UK and is allowed to do the work in question.
A current Residence Card (including an Accession Residence Card or a Derivative Residence Card) issued by the Home Office to a non-European Economic Area national
who is a family member of a national of a European Economic Area country or Switzerland or who has a derivative right of residence.
A current Immigration Status Document containing a photograph issued by the Home Office to the holder with a valid endorsement indicating that the named person
may stay in the UK, and is allowed to do the type of work in question, together with an official document giving the person’s permanent National Insurance number
and their name issued by a Government agency or a previous employer.
Page 15 Commercial in confidence A Certificate of Application issued by the Home Office under regulation 17(3) or 18A (2) of the Immigration (European Economic Area) Regulations 2006, to a family
member of a national of a European Economic Area country or Switzerland stating that the holder is permitted to take employment which is less than 6 months old
together with a Positive Verification Notice from the Home Office Employer Checking Service.
An Application Registration Card issued by the Home Office stating that the holder is permitted to take the employment in question, together with a Positive
Verification Notice from the Home Office Employer Checking Service.
A Positive Verification Notice issued by the Home Office Employer Checking Service to the employer or prospective employer, which indicates that the named person
may stay in the UK and is permitted to do the work in question.
Group 2a Group 2b
Trusted Government Documents Financial & Social History Documents
Current Driving Licence – photo card Mortgage Statement (UK or EEA) **
only (All Countries except Group 1) (Full
or Provisional)
Bank/Building Society Statement (UK, Channel Islands or EEA) *
Current Driving Licence – paper version
Bank/Building Society Account Opening Confirmation Letter (UK) *
(UK / Isle of Man / Channel Islands / EEA) Credit Card Statement (UK or EEA) *
(Full or Provisional) Financial Statement e.g. pension, endowment, ISA (UK) **
Birth Certificate (UK / Isle of Man / P45/P60 Statement (UK / Channel Islands) **
Channel Islands) (Issued after the time of
birth) Council Tax Statement (UK / Channel Islands) **
Marriage / Civil Partnership Certificate Utility Bill (UK) - Not Mobile Phone *
(UK / Channel Islands) Benefit Statement (UK) e.g. Child Allowance, Pension *
HM Forces ID Card (UK) Document from Central/ Local Government/ Government Agency/ Local Authority (UK /
Channel Islands) *
Fire Arms Licence (UK / Isle of Man /
e.g. DWP, Employment Service, HMRC, Job Centre, Social Security
Channel Islands)
Immigration document, work permit or EEA National ID Card – must be valid
VISA (Issued outside of EEA) (Valid only Cards carrying the PASS accreditation logo (UK / Isle of Man / Channel Islands) – must be
for roles whereby applicant is living and valid
working outside of UK.)
Irish Passport Card – must be valid (Cannot be used with an Irish Passport)
Letter from Head Teacher or College Principal (16-19 year olds in full time education in the
UK)
Non-EEA Bank/Building Society Statement *
Valid only for roles where applicant is living and working outside of UK – Branch must be
located in the country in which the applicant lives and works
Please note if a document in the List of Valid Identity Documents is:
Denoted with * - issued in the last 3 months
Denoted with ** - issued in the last 12 months
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